CHESTERFIELD COUNTY SCHOOL DISTRICT
Request For Proposals
Posted: December 22, 2008
Data Cabling and Provision of Cisco Switching
for New Heights Middle School
Jefferson, South Carolina
Chesterfield County School District is a public school system located in the northern sandhill area of South
Carolina, fifty miles from Charlotte, NC and 80 miles from Columbia, SC. The district is comprised of eighteen
schools and two administrative sites with 8,000 students and 650 classrooms. New Heights Middle School
serves 600 students in the western portion of the county just outside the town of Jefferson.
The district is seeking a single vendor to provide for the acquisition of materials and installation of a data
cabling system including Cisco switching to support a local area network throughout the school.
SCOPE OF WORK
Chesterfield County School District is seeking to utilize E-Rate funding to assist in this effort which will
provide for CAT 6 UTP 1000-Base-T Ethernet cabling to include:
Thirty-three (33) classrooms with four (4) drops each
Seventeen (17) other administrative or instructional areas with a total of sixty-four (64) drops
Four (4) computer labs with a total of one hundred sixteen (116) drops
One (1) media center with twenty-five (25) drops
Cisco switching equipment is preferred to support all of the above drops. One IDF exists on each of the
school’s four halls and will each require a rack for mounting switches and fiber data link to MDF. Data
cabling is to be enclosed within existing metal raceway within each instructional/administrative space.
COMPANY QUALIFICATIONS AND OBLIGATIONS
Vendors providing proposals must have a valid SC Business License and must have been in operation in the
state for at least the prior two years.
Vendors providing quotes/proposals for the installation of equipment must have provided similar contracted IT
services for the prior two years, must hold a current SC Contractor’s License and a business license in the
county or municipality where based and must have on staff and available on-site within 24 hours at least one
Senior Novell Certified system engineer and one Senior Cisco Certified system engineer.
The Senior Cisco System engineer assigned to tasks within the district must exhibit the ability to effectively
communicate with both technical and non-technical staff, to provide all necessary reports and system/client
documentation, to install, configure, maintain and upgrade Cisco products such as routers and switches, to
troubleshoot and analyze protocols using tools such as Sniffer, LANalyzer, EtherPeek, to use CiscoWorks to
diagnose network problems, and to provide project management. Such engineers should possess certification in
the areas of contractual responsibility, Cisco CCNA certification, CCDA certification, extensive experience
performing similar tasks, a minimum of two years experience as a senior systems engineer and five years as a
systems engineer or equivalent in education and experience.
Placement of Contract Personnel
Chesterfield County School District reserves the right to interview personnel assigned to tasks within the district
prior to the performance of any work.
The contractor shall replace any contracted employee deemed incapable of satisfactory performance as
determined by the school district.
All work performed by the contractor and its personnel as a result of this contract shall become the sole and
exclusive property of the Chesterfield County School District.
Contract personnel may be required to sign a confidentiality statement with regard to data and information and
adhere to the conditions stated therein. The necessity to sign such a statement is at the discretion of the school
Chesterfield County School District may utilize contracted services on a 24 x 7 work schedule if needed;
however, most services will be contracted for completion between the hours of 8:00 am and 5:30 pm weekdays.
Payment for any work performed on an hourly basis will begin when the contractor arrives at the work site and
terminates when the contractor leaves the work site. No payment will be made for travel to and from the school
The school district will not be liable for any extra costs such as mileage, meals, employee benefits, insurance,
vacation/sick leave, etc. The contractor is required to provide transportation to and from the district and
between all work sites within the district and all needed equipment to perform necessary
The contractor and its personnel will be required to display company identification including a picture ID.
Payment for Contracted Services
All personnel provided by the contractor shall be considered employees of the contractor and not employees of
the school district. The sole responsibility of the school district shall be to pay the contractor for services
performed by the contractor’s employees based upon the applicable contract rates.
Contractor shall indemnify and save harmless the school district from and against any and all loss, cost,
damages, expenses and liability caused by accident or other occurrence resulting from performance of any
services or construction, erection, inspection or delivery hereunder to the property of the school district causing
bodily injury or property damage to any person or property arising from the use or occupancy of the premises by
the contractor, and the contractor, at its own expense, will carry bodily injury liability insurance in an amount of
not less than $100,000 per occurrence and $100,000 of coverage for property damage with the insurance
company to be named in the contractor’s bid, acceptable to the school district and authorized to do business in
the state of South Carolina. If requested, contractor will furnish certificates of such insurance to the school
district and provide thirty days written notice to the School District in the event such insurance is cancelled or
terminated during the term of the contract. Terms are Net 30 Days.
Vendor performance under this contract will be monitored. Evidence of poor performance by the contractor
may result in the termination of the contract.
o Request For Proposals Posted December 22, 2008
o Deadline for Receipt of Proposals January 26, 2009
o Proposals Evaluated and Recommendation
Presented to Technology Department January 28, 2009
o Recommendation Reviewed and Presented
to Superintendent for Approval January 29, 2009
o Contract Signed January 30, 2009
Responses to this RFP must include costs for all services to provide for a fully functional local area
network in the school. Prices indicated must include all expenses.
Fulfillment of all components of this effort is pending E-Rate approval for Year 2009. Service would begin July
1, 2009 but some aspects could not be undertaken prior to approval of E-Rate funding for this effort. The
vendor must be willing to sign a contract for services that is contingent upon approval and receipt of funding for
this effort from the Universal Service Administration, Schools and Libraries Division.
Amendment of this ‘Request For Proposals’
The school district retains the right to amend this RFP at any time in order to enhance the clarity of the services
sought or to ensure that the needs of the district are to be met. All such amendments will be posted on the web
site and vendors who have made known to the district their intent to participate will be contacted directly.
Questions Regarding this RFP
The school district will respond promptly to written questions submitted to John Wagnon, Director of
Information Technology via US mail at the RFP submission address noted below or via email submitted to
email@example.com A walk through of the school site is available to prospective vendors with at
least three days prior notice provided. To schedule a walk through, call John Wagnon at 843-623-7370 or email
at the address above.
All vendors must provide, at a minimum, the following information. The school district reserves the right to
eliminate from further consideration any response which is deemed to be substantially or materially
unresponsive to the requests for information made here. The information should be organized as indicated
below. Any portions of the submitted proposal that are to be treated by the school district as proprietary and
confidential must be clearly marked as such.
The proposal (one copy is sufficient) must be provided by the vendor and received in a sealed envelope
addressed to Mr. Wayne Wallace, Procurement Officer, Chesterfield County School District, 401 W Boulevard,
Chesterfield SC 29709 no later than 4:00 pm on Monday, January 26, 2009.
I. Table of Contents - A page indicating the section and page number where specific information
can be located.
II. Understanding of the Project - A concise abstract stating the respondent’s overview and
understanding of the project and the district’s needs.
III. Company Qualifications - A summary to include a company profile, an organizational chart, a
statement of qualifications, vendor relationships, copies of Novell,
Cisco, Microsoft and similar certifications and the resumes of Account
Executives, Project Managers and key System Engineers.
IV. Company Client Base/Relationships - A minimum of five references from regional school districts
(preferable) or other clients indicating the completion of
similar work within the past two years.
V. Cost - The school district is seeking cost proposals for a turnkey job in replacing the school’s
existing LAN cabling infrastructure with a CAT 6/Cisco solution.
VI. Terms and Conditions - A summary of all terms and conditions proposed by the vendor with
respect to this proposal shall be included. Final terms and conditions will
be negotiated prior to contract award.
VII. Exceptions - The proposal may include a section entitled “Exceptions” to identify services and
features which cannot be provided and contract conditions which cannot be met.
Failure to include items in an Exceptions section indicates the intent to comply with
all conditions set forth in this Request For Proposals.
VIII. Alternatives - In a section entitled “Alternatives,” the vendor may list services, features or contract
conditions which in the vendor’s opinion may be more favorable to the school
district than those set forth in this document. Such services and conditions will be
taken into account in evaluating the proposal.
Evaluation of all proposals will be based upon the following criteria, listed in order of their priority:
1. Cost 60%
2. Vendor’s understanding of the project, scope of work and district needs. 20%
3. Contractor’s qualifications, certifications and credentials. 10%
4. Contractor’s prior experience and compatibility of client database 10%
SUBMISSION OF PROPOSAL
The proposal (one copy with original signatures) must be provided by the vendor and received in a sealed
envelope addressed to Mr. Wayne Wallace, Procurement Officer, Chesterfield County School District, 401 W
Boulevard, Chesterfield SC 29709 no later than 4:00 pm on Monday, January 26, 2009.
QUESTIONS REGARDING THE RFP
The school district will respond promptly to written questions submitted to John Wagnon, Director of
Information Technology via US mail at 401 W Boulevard, Chesterfield SC 29709 or via email submitted to
Vendor Questions and Responses:
What is the average distance (longest /shortest) from the classroom, lab, Admin and Media Center to
the IDF? See schematic diagram at www.chesterfield.k12.sc.us/NHMS.doc the scale is 1” =
96’ when printed on 8.5” x 11” sheet.
Are the rooms distributed equally throughout the four Halls? Ideally, I would plan to put two 48 port
switches in each wing? IDFs are indicated on schematic with green
Do you have growth requirements? Minimal…3-6 available ports on a switch in each IDF would
Do you require us to remove the existing cabling? No, but you may find it useful as a 'pull cord'
for new cable. There is a separate fiber run to each classroom/admin area from the MDF and
copper from the Waters switch in each classroom/admin area to the wall mounted jacks.
Just to clarify, do you mean a fiber run from the MDF to each of the 4 IDFs? No...there is presently
a fiber run from the MDF to each classroom and to each administrative area. This fiber run
terminates in a Waters switch located in the classroom/admin area. There are then copper
runs from this switch through the existing conduit/raceway to faceplates/jacks.
Do you have any approximate lengths for this drawing at all? It would be very helpful in calculating the
amount of cable required. The drawing is to scale (but I reduced it on a copier) and based upon
the size of a classroom (24x35), 1 inch represents 96 linear feet on the drawing I provided to
you...a classroom should be 1/4" wide on the drawing.
Do the existing drops in the media center originate in the MDF? They do.
How many connections for servers and like devices will you need on the MDF switch and are they all
copper? All are copper and six will be sufficient.
Can you tell me what brand of faceplates are existing? Not all brands of Keystone jacks will match up
with faceplates? The metal raceway in classrooms is Wiremold brand and the faceplate insert
which holds the jack is model number 5507RJ. The faceplates in some admin areas are of a
different brand but will accept a HellermanTyton Keystone Jack with Part No. RJ45FC5E
What is the desired color of jacks and faceplates? Orange/ivory
Does the CAT6 cable need to be Plenum rated? Yes
Would you prefer single or multi- mode fiber from the MDF to the four IDFS? Multi-mode
What mode fiber are you currently using? Six strand Multi
What type fiber terminations ( i.e., SC to SC, LC to LC, etc..)? Currently SC-ST but all equipment
is to be new with the exception of the existing Cisco 3725 router.